Transcript 2013 CHIP Recipients Workshop

COMMUNITY HOME
INVESTMENT PROGRAM
(CHIP)
2013 RECIPIENTS’ Workshop
CONGRATULATIONS TO THE SFY 2013 RECIPIENTS
West Point, City of
Rome, City of
Hogansville, City of
Home Development Resources, Inc
Sumter County
Hawkinsville, City of
Brunswick, City of
Family Community Housing, Inc.
Vienna, City of
Douglas, City of
Jackson County
Troup County
Wadley, City of
Sandersville, City of
Thomasville, City of
Typical Hazards

Spending less than $1,000 in total CHIP project funds

Not returning “recaptured CHIP funds”

Allowing CHIP funds to sit in account for more than 7 days

Spending CHIP funds on ineligible property or applicant

Not seeking DCA guidance on conflicts of interest

Not following HOME regulations including record retention
Congrats on your Award
Activate Agreement
•
•
•
•
Signed by Certified Official
Should have returned two originals by
Monday, May 27, 2013
Executive Director of GHFA will execute the
Agreement
DCA will mail a copy of the executed
agreement to the State Recipient or Subrecipient for their records
Congrats on your Award
Activating Grant Signature Card (CA-1)
•
Recipient may authorize up to a maximum of four
signatories
•
One signatory must be an employee of the State
Recipient or Sub-recipient
•
Indicate whether one or two signatures will be required
for draw request
•
Two authorized signatures are required if Certifying
Representative designates him/herself
•
Administrator employee may not be designated in lieu of
the State Recipient or Sub-recipient employee
Congrats on your Award
Program Policy & Activity Documents


Designate up to one individual to take certain actions:
Approve policy documents
 Section 3 Business and Employee Recruitment Plan

Affirmative Fair Housing Marketing Plan

MBE/WBE Outreach Plan
Congrats on your Award
Program Policy & Activity Documents – (Continued)
Designee may approve a request to DCA changing the
scope of activities

Designee is authorized to receive all communications
concerning grant implementation on behalf of the Grantee
from DCA.

NOTE: The Designee must be an elected official or an
employee of the State Recipient or Sub-recipient
Congrats on your Award
Activating Grant – General Banking Requirements


Must place all funds received from DCA into a
separate, non-interest bearing local CHIP Housing
Account (CHIP Account).
Any funds contributed as a minimum balance
required by the banking institution must be nonCHIP funds.
Congrats on your Award
Activating Grant – General Banking Requirements


Funds placed in local CHIP Account must be
expended (checks written and distributed to the
appropriate vendor or other payee) within seven
(7) business days of receipt of the funds from
DCA.
Funds not disbursed must be mailed to DCA within
this seven (7) business day period.
Congrats on your Award
Activating Grant – General Banking Requirements

Failed disbursements due to inaccurate wiring
instructions on the drawdown request form will
result in a $40 reduction in the administrative
funds paid

This will reduce the administrative grant
available to the State Recipient or Sub-recipient.
Congrats on your Award
Activating Grant – General Banking Requirements

All payments will be made using either a wire
transfer or an Automated Clearing House (ACH)
transaction unless very limited, special
circumstances require a manual check.
Congrats on your Award
Activating Grant – Clearing General Conditions
Appendix B to each Agreement outlines each of the
General Conditions that must be cleared by DCA prior
to initiating the program.






Tier One Environmental Review
Affirmative Fair Housing Marketing Plan
MBE/WBE Outreach Plan (Rehab Only)
Lead-Safe Work Practices On-Line
Certification Course
Section 3 Business and Employee Recruitment
Plan
Illegal Immigration Reform and Enforcement
Act, O.C.G.A. §13-10-91
Congrats on your Award
Activating Grant – Clearing General Conditions (Cont’d)
Appendix B to each Agreement outlines each of the
General Conditions that must be cleared by DCA prior
to initiating the program.




Georgia Security and Immigration Reform
and Enforcement Act, O.C.G.A. §50-361(e)(2).
Grantee Staff or Contract Staff is a
certified HQS Inspector
DCA’s P & P to be adopted by the local
government
DCA’s Written Rehabilitation Standards to
be adopted.
Addressing General Conditions
Environmental Review Requirements – Tier 1 Environmental – Tab A
(Must be submitted to DCA and cleared prior to any draw down of funds)
• Sub-Recipients
• State Recipient
▪ DCA complete Statutory
▪ Complete Statutory Checklist
Checklist
• Provide detailed
• DCA publish in
information
newspaper
• Publish in newspaper
• DCA charge sub• Request ROF
recipient for cost of
• Receive Authority to
publishing
Grant Funds
• DCA request ROF
• DCA issues Authority to
Grant Funds after HUD
clearance
Affirmative Fair Housing Marketing Plan
Forms – Tab A

Fair and open to all qualified applicants

Proof of houses being in standard condition and on market at
affordable price range

Get details and documentation from real estate community

Maintain applicant waiting list showing resolution of each application

All printed CHIP literature must have fair housing logo
Affirmative Fair Housing Marketing Plan
Forms – Tab A (Cont’d)


Implement the program marketing plan as set forth in the
application Affirmative Marketing Plan
Begin taking applications and follow the fair and equitable
application in-take process as set forth in your application

What is the basic marketing strategy?

Have all program applicants been pre-approved?
Congrats on your Award
MBE/WBE Outreach Plan
Forms – Tab B
Grantee must:

Make reasonable efforts to encourage the use of Minority and
Women Owned Business Enterprises (WBE/WBE)

Adopt as part of P & P

Approved by DCA
Congrats on your Award
Lead-Safe Certification
• Lead-Safe Work Practices On-Line Certification Course
.C.G.A. §13-10-91
Congrats on your Award
Section 3 Business and Employee Recruitment Plan
Forms – Tab D
• Section 3 Business and Employee Recruitment Plan §13-10-91
Congrats on your Award
Illegal Immigration Reform and Enforcement Act, O.C.G.A.
§13-10-91
Forms – Tab D.
C.G.A
• Illegal Immigration Reform and Enforcement Act, O.C.G.A. §13-10-91.
.G.A. §13-10-91
Congrats on your Award
Addressing General Conditions:
Georgia Security and Immigration Reform and Enforcement
Act, O.C.G.A. §50-36-1(e)(2)
Forms – Tab D
▪
Georgia Security and Immigration Reform and Enforcement Act,
O.C.G.A. §50-36-1(e)(2).
Congrats on your Award
Addressing General Conditions:
Grantee Staff or Contract Staff is a certified HQS
Inspector
• Grantee Staff or Contract Staff is a certified HQS Inspector
Congrats on your Award
Develop Your Local CHIP Program Policies and Procedures

Lead paragraph setting forth approved award (amount of award,
activities, award date)

Eligible Borrowers

Eligible Activities

Application In-take

CHIP Loan Terms and Conditions

Minimum Property Standards
Congrats on your Award
Addressing General Conditions:
Develop Local Program Policies and Procedures
(cont’d)

Written Rehabilitation Standards

General Property Improvements

Inspection, Work Write Up, Bidding Procedures

Contractor Qualifications

Loan Documentation and Loan Closings

Progress Payments, Change Orders, Close-Outs

Appeals and Complaints
Congrats on your Award
Homeowner Rehabilitation: Setting-Up Activities

ACTIVITY PRE-SET UP

Income Verification Form (CC-8)

Certification to Use Unit as Principal Residence (CC-7)

Declaration of Citizenship Status (CC-3 and CC-4)

Certification as to Conflict of Interest (CC-6)

Copy of Warranty Deed

Documentation of Market Value of the Property
Congrats on your Award
Homeowner Rehabilitation: Setting-Up Activities
Activity Pre-Set Up (CONTINUED)



Tier 2 Site Specific Environmental Checklist with Supporting
Documentation (Environmental, Tabs D or E).
Must submit to DCA a Homeowner Rehabilitation Activity PreSet up Information Form (CA-3)
Congrats on your Award
Environmental Review Requirements Tier 2
• State Recipients
▪ Submit Site Specific
Environmental Screening
Checklist
▪ Submit all supporting
documentation
▪ DCA verify clearance
▪ DCA issues Notice to Proceed
• Sub-Recipients
▪ Submit Environmental
Screening Checklist
▪ Submit supporting
documentation
• Floodplain/Wetland
Maps
▪ DCA completes Site Specific
Environmental Screening
Checklist
▪ DCA performs clearance
▪ DCA issues Notice to Proceed
Homeowner Rehabilitation: Setting-Up Activities

Activity Pre-Set Up (Cont’d)

Proof of Year of Construction of Housing Unit as
evidenced by one of the following documents:

Tax Record

Appraisal

Builder’s Deed

Historic Survey

Sanborn Fire Insurance Map

Other legal documentation
Congrats on your Award
Homeowner Rehabilitation: Setting-Up Activities

Activity Pre-Set Up (Cont’d)





Lead-Based Paint Visual Assessment if unit
constructed prior to 1978
Initial Scope of Work Write-Up for Non-Lead Costs
Initial Scope of Work Write-Up for Lead Costs if
unit constructed prior to 1978
Pictures of housing unit demonstrating need for work
to be performed.
Pictures should reflect all of the work to be
addressed on the regular work write up as well as
the lead work write up.
Congrats on your Award
Homeowner Rehabilitation: Setting-Up Activities

Activity Pre-Set Up (Cont’d)

Reconstruction

For any Recipient that proposed reconstruction as part of their
program design, on each individual unit, a Reconstruction
Feasibility Test Form (CR-8) must be provided that provides
the following information:

Narrative describing the needs for a unit to be
reconstructed instead of rehabilitated.
Congrats on your Award
Homeowner Rehabilitation: Setting-Up Activities

Activity Pre-Set Up (Cont’d)

Reconstruction

Describe plans to relocate the unit residents during
reconstruction

source of funds

estimated length of time that relocation will be
necessary

commitment from Recipient that sufficient resources are
available to the Recipient to cover the entire length of
time that the relocation will be necessary.

An appraisal or third party documentation of the After
Development Value of the Property.
Congrats on your Award
Homeowner Rehabilitation: Reconstruction

All reconstruction activities must meet all of the following
visitability requirements of OCGA 8-3-172

One No Step Entry through 36 inch door

On first floor:

Each interior door is at least a standard 32 inch door, unless the door provides
access only to a closet of less than 15 square feet in area

Each hallway has a width of at least 36 inches and is level, with ramped or
beveled changes at each door threshold

Each bathroom wall is reinforced for potential installation of grab bars

Each electrical panel or breaker box (located inside on first floor), light switch,
or thermostat is not higher than 48 inches above the floor

Each electrical plug or other receptacle is at least 15 inches above the floor
Homeowner Rehabilitation: Activity Pre-Set Up (Cont’d)

Upon review of the information submitted as part of the Pre-Set
Up phase:
 DCA will provide a Notice to Proceed Pre-Setup Letter (CR-4)

The assigned DCA Project Number for the activity will be
included.

The Recipient is free to enter into a contract with the
homeowner and allow the homeowner to secure a contractor.
Congrats on your Award
Homeowner Rehabilitation: Activity Pre-Set Up (cont’d)
Rehab or Reconstruction
If upon review, the information is not compliant or insufficient:

DCA will issue a Pre-Set Up Deficiency Determination Email

Include the Project Number for the activity and identify any areas
of non-compliance
Congrats on your Award
Homeowner Rehabilitation:
Pre-Set Up Review Schedule
DCA will review the Homeowner Rehabilitation Assistance
Activity Information Form and accompanying documentation
within five (5) business days from receipt of the documentation
and either:
(1) issue a Pre-Set Up Deficiency Determination Email or

(2) issue the Notice to Proceed Pre-Set up (CR-4)
Congrats on your Award
Homeowner Rehabilitation:
Pre-Set Up Review Schedule
If additional information has been submitted in response to a Pre-Set Up
Deficiency Determination Email

DCA will issue either an additional Pre-Set Up Deficiency
Determination Email or

Issue a Notice to Proceed Pre-Set up (CR-4)
 within five (5) business days from receipt of the requested
documentation.
Congrats on your Award
Homeowner Rehabilitation:
Pre-Set Up Review Schedule
DCA will scan and send electronically or fax:

The Pre-Set Up Deficiency Determination Email
or

The Notice to Proceed Pre-Set up (CR-4) to the State Recipient or
Sub-recipient and, if applicable, their Administrator.
Congrats on your Award
Homeowner Rehabilitation:
Activity Set Up
Homeowner Rehabilitation Assistance Activity Set Up Form
(CA-4)

Accompanying Documentation

Agreement between State Recipient or Sub-recipient and
Homeowner

As evidenced by a copy of the Promissory Note (CL-4R)

Addendum to Construction Contract (CR-A10)

Deed to Secure Debt

Homeowner Rehab Assistance Deed to Secure Debt (CL1)
Congrats on your Award
Homeowner Rehabilitation: Activity Set Up

Contract between the Homeowner and Contractor

Must include the Contractor’s Work Write-Up

After-Rehab Appraised Value

Proof of Contractor Clearance

Notice of Commencement

Proof of Lead Renovator Certification

Georgia Security and Immigration Compliance Act of 2006
(CC-2)
Congrats on your Award
Homeowner Rehabilitation: Activity Set Up (continued)

DCA will review the Homeowner Rehabilitation Assistance
Activity Set Up Form and accompanying documentation to
determine compliance with CHIP requirements
1. Issue a Homeowner Rehabilitation Assistance Activity
2.
Deficiency Determination Email
or
Issue a Notice to Proceed Rehab Set up(CR-4b)
Congrats on your Award
Homeowner Rehabilitation: Set-Up Review Schedule:
DCA will review the Set Up form and accompanying documentation,
identify any deficiencies, and communicate those deficiencies within
five (5) business days of receipt at DCA
DCA will issue a Notice to Proceed Rehab Set up (CR-4b) within five
(5) business days of DCA’s receipt of a complete Set Up package.
Congrats on your Award
Homeowner Rehabilitation: Setting-Up Activities
DCA will scan and send electronically or fax the Notice to Proceed Rehab
Set up (CR-4b) to the State Recipient or Sub-recipient and, if applicable,
their Administrator.
Congrats on your Award
Homeowner Rehabilitation: Revised Set Up Submission
Revised Set Up requests must be prepared on the Homeowner
Rehabilitation Assistance Activity Set Up Form (CA-4)

Submit via mail, courier or hand-delivery to DCA with original
signatures.

Make sure you check the “revision box” on the upper left hand
corner and provide the name and phone number of the person
completing the form.
Congrats on your Award
Homeowner Rehabilitation: Revised Set Up Submission
DCA will review the Revised Set Up Form (CA-4) and accompanying
documentation,


Identify any deficiencies, and, if necessary, communicate those
deficiencies within three (5) business days of receipt at DCA.
DCA will issue a Notice to Proceed Rehab Set up (CR-4b) within (5)
business days of DCA’s receipt of a complete Set Up package.
Congrats on your Award
Homeowner Rehabilitation: Revised Set Up Submission
If additional information is requested and received, DCA will review the
additional information and communicate back to the State Recipient or
Sub-recipient within (5) business days of its receipt of the additional
information or issue a Contractor’s Notice to Proceed (CR-4b) within five
(5) business days of receipt of the additional information.
Congrats on your Award
Homeowner Rehabilitation: Revised Set Up Submission
DCA will scan and send electronically or fax the Notice to Proceed Rehab
Set up (CR-4b) to the State Recipient or Sub-recipient and, if applicable,
their Administrator.
Congrats on your Award
Homeowner Rehabilitation: Setting-Up Activities
Activity Set Up

All Pre-Set Up and Set Up requests must be submitted

via mail, courier or hand-delivery to DCA with original signatures

requests for additional documentation must also be submitted via
mail, courier or hand-delivery to DCA.
Congrats on your Award
Homeowner Rehabilitation: Set Up Cancellation Submission
All cancelled Set Up requests must be prepared on the Homeowner
Rehabilitation Assistance Activity Set Up Form (CA-4)



submit via mail, courier or hand-delivery to DCA.
Make sure to place an “x” next to the box designated for a
cancelled project on the upper left hand corner of the Form.
DCA will issue a cancelled confirmation within (5) business days of
DCA’s receipt of the cancelled set up request.
Congrats on your Award
Homeowner Rehabilitation: Request to Exceed Maximum
For Amounts Up to 20% of the Original Set Up Amount:
 may exceed the original set up amount for an individual
housing unit by up to 20% without seeking DCA approval.
 must submit a revised Homeowner Rehabilitation Activity Set
Up Form (CA-4).
1.
2.
CHIP Project Number
Name of Homeowner
Congrats on your Award
Homeowner Rehabilitation: Request to Exceed Maximum
Must submit a revised Homeowner Rehabilitation Activity Set
Up Form (CA-4)
1.
2.
3.
4.
CHIP Project Number
Name of Homeowner
Address of Unit
Revised HOME Cost
Congrats on your Award
Homeowner Rehabilitation: Request to Exceed Maximum
Accompanying Documentation

Narrative describing the reasoning behind the need for the
increased assistance request

Homeowner Affidavit to Execute Amended
Promissory Note (CL-A13)

Signed Change Order Amending the Contract between
Homeowner and Contractor
Congrats on your Award
Homeowner Rehabilitation: Request to Exceed Maximum

Must include Contractor’s Work Write-Up



Reconstruction Feasibility Form (CR-8)

Contract between Homeowner and
Contractor
After-Rehab Appraised Value
Pictures documenting the need for the revised scope
of work
Congrats on your Award
Homeowner Rehabilitation: Request to Exceed Maximum

DCA will consider the request and, if approved or denied, issue
a Grant Notice (CA – 8).
Congrats on your Award
Homeowner Rehabilitation: Request to Exceed Maximum

Any increases in project cost above 20% of the original project cost
must be approved by DCA prior to initiating any work associated
with the cost amendment.
Congrats on your Award
Homeowner Rehabilitation: Drawing Funds


Must prepare and submit with supporting documentation to DCA a
CHIP Drawdown Request Form (CA-2 and/or CA-2b).
Each item, including project delivery costs, for which payment is
requested must be accompanied by supporting documenting of the
cost.
 Should note that invoices simply reference “project delivery costs”
are not detailed or itemized and will not meet HUD’s or DCA’s
requirements for detail and itemization.
Congrats on your Award
Homeowner Rehabilitation: Drawing Funds

Each interim draw request must be accompanied with a schedule
of work completed compared to the construction contract that is
prepared by the contractor. Each item, including project delivery
costs, for which payment is requested must be accompanied by
supporting documenting of the cost.
Congrats on your Award
Homeowner Rehabilitation: Drawing Funds

Must submit at the time of final construction draw:




Homeowner Rehabilitation Assistance Completion Form - (CA-5)
Contractor and Sub-Contractor Activity - (CR-3)
Section 3 Report - (CC-1)
Match Contribution Form - (CC-9), if State Recipient or Sub-recipient
agreed to provide Match Contribution
Congrats on your Award
Homeowner Rehabilitation: Drawing Funds

Must submit at the time of final construction draw:
Supporting Documentation
 Final Schedule of Work Completed compared to the
Construction Contract
 Agreement between State Recipient or Sub-recipient and
Homeowner
As evidenced by a copy of the Amended and Re-Stated
Promissory Note
Additional documents that may be required by DCA
Congrats on your Award
Homeowner Rehabilitation: Drawing Funds

Must submit at the time of final construction draw:
 Final Lien Waivers
 Certificate of Final Inspection – (CR- 9)
 Pictures documenting completed work activity.
 Final Owner’s Satisfaction Statement – (CR-7)
 Copy of the recorded Collateral Assignment (CL-5)
 Contractor’s Certification of Work Completion Work Homeowner
Congrats on your Award
Homeowner Rehabilitation: Drawing Funds Administrative Funds

At the time of the final construction draw:
 May
request payment of administrative funds, (if
administrative funds were awarded)
 The amount requested may not exceed 2% of the funds drawn
for the activity.
Congrats on your Award
Homeowner Rehabilitation: Drawing Funds Project & Administrative
Funds

Upon DCA’s determination that the documentation submitted with
the CHIP Draw Request Form is determined to be complete
 DCA will initiate within five (5) business days of DCA’s receipt
of the Homeowner Rehabilitation Assistance Draw Request
Form a formal request to HUD for funding.
 If the draw documentation is complete
 should anticipate receipt of funds in your account fourteen
(14) business days from DCA’s receipt of a Draw Request
Form.
Congrats on your Award
Homeowner Rehabilitation : Drawing Funds Project & Administrative
Funds

If DCA determines that the documentation submitted with the CHIP
Draw Request Form is insufficient

DCA will contact the administrator or recipient to inform them
of the deficiency
Congrats on your Award
Homeowner Rehabilitation : Subsidy Form

In the event of the death of a homeowner(s) during the stated period
of affordability, DCA will permit a State Recipient or Sub-recipient to
allow within its stated program design for transfer of the property to
an eligible low and moderate income household that is an immediate
family member of the original homeowner. An “immediate family
member” is defined as a spouse, parent, brother or sister, or child of
that person, or an individual to whom that person stands in loco
parentis. The State Recipient or Sub-recipient must provide
procedures within its program design to qualify the immediate family
member as an eligible household. All documentation must be
submitted to DCA and retained in the files of the State Recipient or
Sub-recipient.
Congrats on your Award
Homeowner Rehabilitation : General Property Improvements


Improvements outside the scope of bringing a unit up to the
state and local standards are generally not permitted unless
the purpose of the improvement is to increase the energy
efficiency or handicapped accessibility of the unit.
The costs of weatherization and handicapped accessibility
improvements may not exceed $15,000 or more than 50%
of the total cost of the rehabilitation work.
Congrats on your Award
Homeowner Rehabilitation : Owner Contribution

Local program design for all Homeowner Rehabilitation Activities
must not require any contribution for eligible project costs from an
eligible homeowner with an income equal to or less than 50% of
the Statewide Non-Metropolitan Area Median Income as adjusted
for household size
Congrats on your Award
Homeowner Rehabilitation: Drawing Funds :
Owner Contribution
Household
Size
Income Limit Below Which No Owner
Contribution Can Be Required
1
$15,610
2
$17,840
3
$20,070
4
$22,300
5
$24,530
6
$26,760
7
$28,990
8+
$31,220
Homeowner Rehabilitation: Drawing Funds : Project Delivery Fees
The following eligible Project-Related Soft Costs may be charged to the
activity:











Processing of applications from the homeowner
Appraisals required by HOME program regulations
Preparation of work write-ups and work specifications
Lead based paint inspections, risk assessments and clearance testing
Project underwriting
Construction inspections
Project document preparation
Architectural, engineering or related professional services required to
prepared plans, drawings or specifications of a project
Fees for recordation and filing of legal documents, building permits,
attorneys, private appraisals, and independent cost estimates
Project-specific environmental review
Costs associated with informing a homeowner about relocation rights
or benefits
Congrats on your Award
Homeowner Rehabilitation : Project Delivery Fees


For stick-built housing or Modular Housing constructed in 1978 or later
years, the Project Delivery Fee may not exceed $3,000.
For all Manufactured Housing, the Project Delivery Cost may not exceed
$1,000.
Congrats on your Award
Homeowner Rehabilitation : Project Delivery Fees


All Project Delivery Fees will be disbursed based on submission of
invoices or other documentation evidencing the costs incurred
Project Delivery Fees will not be disbursed until the home buyer has
closed the deferred payment loan for the CHIP funded assistance
Congrats on your Award
Homeowner Rehabilitation :
Commitment & Expenditure Deadline

All project funds must be committed within 24 months of the
date of the State Recipient or Sub-recipients agreement with
GHFA

All funds must be expended within 30 months of the date of
the State Recipient or Sub-recipients agreement with GHFA

At DCA’s sole and absolute discretion, failure to meet this
requirement may result in DCA’s recapture of funds or in
barring the State Recipient or Sub-recipient from participation
in future funding rounds
Congrats on your Award
Period of Affordability

Begins on the date that the project is marked as completed in HUD’s
Integrated Disbursement and Information System (IDIS)

Its length depends on the amount of CHIP investment in the property

The amount of CHIP investment consists of all CHIP funds invested in a
unit, including Project Delivery Fees
Congrats on your Award
Period of Affordability
CHIP Investment Per Unit
Length of Affordability Period
Less than $15,000
6 Years
$15,000 –$40,000
11 Years
More than $40,000
16 Years
All Activities: Administrative Fee



DCA will permit an administrative fee equal to 2% of the total
funds awarded for project costs, including Project Delivery Fees
Administrative fees will not be advanced until the final draw
submitted for a Homeowner Rehabilitation or Down Payment
Assistance Activity
Administrative Fees will be disbursed by multiplying the
applicable administrative fee percentage (2%) by the amount
of funds requested to be drawn for eligible project costs,
including Project Delivery Fees
Congrats on your Award
All Activities: Application Fee Charged to Home Buyer or
Homeowner

An application fee may not be charged by any State Recipient or
Sub-recipient to a prospective participant associated with any
CHIP-financed Homeowner Rehabilitation activity.
Congrats on your Award
All Activities: Administrative Fee

DCA will permit an administrative fee to cover eligible costs of
administering the program, including:
 Providing citizens with information about the CHIP funded
program, including outreach activities
 Preparing a budget and schedule
 Preparing reports and other documents related to program
performance
 Office space and utility costs
 Purchasing equipment, insurance and office supplies
 Compliance monitoring
 Resolving audit and monitoring findings
Congrats on your Award
All Activities: Award Adjustment

Entities that receive an Award Adjustment for project-related
funds will also receive a corresponding adjustment for
administrative funds
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All Activities: Avoiding Conflict of Interest
Whenever a Recipient is not a direct party to a contract, the
following Conflict of Interest provisions apply:
 Conflicts prohibited
 Persons Covered
 Exceptions
 Factors to be considered for exceptions
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All Activities: Amendments, Budget Revisions, and
other Adjustments to Your Program
Must request a program amendment and receive prior approval
from DCA in the following instances:
1. If the addition of a new activity or deletion of an approved
activity is proposed;
2. If any activity is proposed that deviates from any designated
target areas or targeted client population;
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All Activities: Amendments, Budget Revisions, and other
Adjustments to Your Program
3. If a revision is proposed which will result in a transfer between
approved budget activities or in a change in any activity’s budget
allocation of an amount; and,
4. If you plan to deviate from the planned number of stick-built or
modular homes for a homeowner rehabilitation activity and
undertake, in lieu of stick-built homes, the rehabilitation of owneroccupied manufactured housing.
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All Activities: Amendments, Budget Revisions, and other
Adjustments to Your Program
If the proposed amendment is approved or denied, DCA will issue a
CHIP Grant Notice (CA-8).
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All Activities: Keeping Records for Your Program
Must maintain financial and programmatic records covering all
financial transactions and demonstrating compliance with all HOME
regulations and other state requirements in an accessible manner for
a minimum of five (5) years from the date of program close-out
except under the following circumstances:
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All Activities: Closing Out Your Program
There are two levels of close-out under CHIP:
1.
Activity Close-Out
2.
Program Close-Out.
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All Activities: Closing Out Your Program
1.
2.
Activity Close-Out. Activity close-out must be completed at time
of final draw.
Program Close-Out. Within thirty (30) days of payment of all
CHIP-funded costs (with the exception of any unsettled thirdparty claims), the State Recipient or Sub-recipient should inform
DCA that the CHIP Program is ready for close out and when the
next annual audit is scheduled. The following shall be used by
DCA and the State Recipient or Sub-recipient:
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Remember
As a recipient and administrator of CHIP funds, you must implement
your program following the instructions outlined in the Homeowner
Rehabilitation Guide as applicable as well as the CHIP
Administrative Manual and the SFY 2013 CHIP Program Description.

Review the “CHIP Rehabilitation Guide” (Website)
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Remember: Mailing Address for Setups, draws, and completion reports
Michelle Lewis
CHIP Program Manager
Georgia Department of Community Affairs
Office of Program and Public Affairs
60 Executive Park South, N.E.
Atlanta, Georgia 30329-2231
Contact Us
All CHIP forms are available on the DCA website at:
http://www.dca.ga.gov/housing/housingdevelopment/programs/ho
meinvestment.asp
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Thank You!

CHIP Contacts:
 Carmen Chubb, Assistant Commissioner for Housing,
[email protected], 404-679-0607
 Cassandra Knight, Division Director, Housing Policy and Administration
Division, [email protected], 404-679-4805
 Don Watt, Director, Office of Program and Public Affairs,
[email protected], 404-679-0660
 Michelle Lewis, CHIP Program Manager, [email protected],
404-679-0659
 Detric Goss, Planning and Policy Development Specialist,
[email protected], 404-679-0567
 LaQuanta Pressley, Grants Consultant, [email protected],
404-679-0680
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The Georgia Department of Community
Affairs is committed to providing all persons
with equal access to its services, programs,
activities, education and employment
regardless of race, color, national origin,
religion, sex, familial status, disability, or
age. For a reasonable accommodation, please
contact Staci Tillman or Ron Pounds at (404)
679-4840 or mailto:[email protected]
Questions?